COORDINATING COUNCIL
MAINE CONFERENCE, UNITED CHURCH OF CHRIST
January 29, 2010

First Congregational Church United Church of Christ

Waterville, Maine

 

Minutes

Present:

Anita White, Moderator                     Franklin Anderson, York

Herb Oliver, Vice-Moderator            Susan DeCoster, Commission for Community Life

Walter (Ted) Ruark, Clerk                 Betty Ann Haskell, Commission for Community Life

Gerard Moore, Treasurer                   Steve Hastings, Commission for Witness Life

Ron Beinema, Board of Trustees       Linda Kimball, Commission for Spiritual Life

Nita Dehais, Cumberland                   David Gaewski, Conference Minister           

Susan Kaplan-Burgess, Franklin        Darren Morgan, Associate Conference Minister           

Bernys Doak, Hancock-Waldo                                   for Small Church Development           

Jane Lowell, Kennebec Valley           Mark Schussler, Business Manager  

Ann Roundy, Mid-Coast                    Susan Stevens, Conference Executive Assistant 

Dan Johnson, Oxford Union               Connie Insley, Finance Committee

John Glover, Penobscot-Piscataquis  

Don Green, Washington                                

           

Absent:

Aroostook representative                   Kelsea Trefethen, State Youth Council

Susan Craig, Associate Conference Minister

___________, Commission for Spiritual Life

___________, Commission for Witness Life

                                   

Call to Order: Anita White called the meeting to order at 10:05 a.m. and opened with a prayer from her 1980’s Advent Devotional Booklet. Anita welcomed Steve Hastings as the new chair of the Commission for Witness Life. She also noted additions to the agenda: discussion of the preparation of the 2011 budget, appointment of Coordinating Council’s representatives on the Finance committee, and a possible change of the date for the May Council Meeting.

 

Minutes of the December 4, 2009 meeting: On a motion by Herb Oliver, seconded by Anne Roundy, the minutes of the December 4, 2009 meeting were accept as printed.

 

Treasurer's Report: Gerald Moore reported the following:

1.     Income in 2009 was about 5% below budget. 

2.     Expenses in 2009 were about 2% below budget.

On a motion by Anne Roundy, seconded by Herb Oliver, the Treasurer's report was accepted as printed.

 

Business Manager’s Report: Mark reported the following:

  1. Procurement of financing: Mark explained that it may be necessary to borrow money to cover operating and project capital costs in anticipation of the Rockcraft Retreat Center’s eventual sale. While the exact type of borrowing has yet to be determined, he requested that the Coordinating Council give the Executive Committee the authority to approve the procurement of financing to cover those costs. On a motion by Susan DeCoster, seconded by Walter (Ted) Ruark, the council requested the Executive Committee to consider approving a resolution to procure financing for the operating and project capital in anticipation of the Rockcraft Retreat Center’s eventual sale.
  2. Consolidated Trust: Mark indicated that, at the recent Board of Trustees meeting, it was recognized that the Consolidated Trust was recovering from the losses sustained last year. David commented that it has been an unknown number of years since the Conference has initiated a planned giving campaign for the Consolidated Trust.

On a motion by Anne Roundy, seconded by Herb Oliver, the council accepted the Business Manager’s report.

 

Conference Minister’s Report:

Susan Craig: Prior to the meeting, Council members had received a copy of the report enumerating her activities in December and January. 

Darren Morgan: In addition to his written report, Darren reported the following:

  1. Thirteen of the 22 new pastors with 5 or less years in the ministry will be going to the national offices in Cleveland with Darren and Susan Craig. The weeklong trip will begin on Monday, February 1st.
  2. Maine has received a $25 million grant to upgrade telecommunication services in the state through the installation of cell phone receiver in church steeples. Darren will be working with the Massachusetts-based organization that will be coordinating the “3-Ring Binder” project.

David Gaewski: David reported the following:

  1. Search and Call: David distributed a list of the churches with which Conference Ministers are now working in the search and call process. He commented that this is the largest number of churches requiring assistance in many, many years.
  2. Technology Use: He noted that Conference staff is now using Skype (video communication software) to conduct some of its meetings, resulting in a substantial reduction in travel time and costs. He also indicated that the Coordinating Council, at some later date, might want to help defray the cost of the LINC video conferencing system recently purchased by the Saco church in return for its use for some Conference meetings. He added that David Anderman, pastor of the Waterville Church, has expressed his support of any future plans to create a video conferencing center at the Waterville Church.
  3. 2009 Friends of the Maine Conference Receipts: David described the contributions from the Friends of the Maine Conference appeal for the past 2 years, noting the increases in both total receipts and the size of individual contributions. He also challenged the Council to match or exceed the contributions made by Conference staff.
  4. Our Church’s Wider Mission: David read a testimony regarding a local church’s recent deliberations of its OCWM commitment and indicated that similar testimonies will soon be posted on the Conference web site.
  5. Five-Year Church-by-Church Analysis of Fellow Dues and OCWM Contributions: David distributed his analysis of fellowship dues and OCWM contributions over the past 5 years. The charts identified the churches with the highest combined contributions and those whose annual combined contributions were over $10,000.
  6. 2010 Budget Reduction: David and Connie Insley, chair of the Finance Committee, described the need for an immediate $10,000 reduction in projected expenditures and a possible additional $10,000 reduction later in the year. After considerable discussion, on a motion by Anne Roundy, seconded by Ron Beinema, the Council voted to ask the Finance Committee and the Executive Committee to review the 2010 budget in order to reduce the budget by $10,000, authorized that group to make those reductions, and charged the same group with establishing a back-up plan for the additional $10,000 reduction in July, if necessary. Don Green and others stressed the continuing need to educate congregations about the specific uses of their OCWM contributions as a way of building support.  

Continuing Business:

  1. Disaster Response Plan: Anita indicated that Lori Whittemore was unable to attend the Council meeting and that this agenda item would be held over to the March 19th meeting.
  2. Gardiner Church: Anita and David reported that the Gardiner Church had closed its building and was no longer holding services. The congregation has voted to give its assets to the Maine Conference. At the January 14th Executive Committee meeting, David had outlined 4 different approaches that the Council could take in relation to the Gardiner Church’s offer:

a.      The church would sign the title over to the Conference, which would hold it until a decision is made regarding its disposition;

b.     The church would liquidate all its assets and contribute the proceeds to the Conference;

c.      The church would sign the title over to the Conference, which would sell the property.

d.     The church would contract with the Conference to market the property and sign the title over to the Conference just prior to the sale.

On January 21st, David Gaewski, Anita White, Susan DeCoster, Mark Schussler and Walter (Ted) Ruark had a tour of the church and examined its condition in preparation for the Council meeting. After considerable discussion, on a motion by Anne Roundy, seconded by Susan DeCoster, the Council voted to thankfully accept the Gardiner Church’s generous offer of all of its assets, including real property and physical and liquid assets.

  1. 2010 Annual Meeting: Susan Kaplan-Burgess reported for the Planning Committee, indicating that the theme would be ”Reframing the Church for Hope and the Future,” based on Jeremiah 29:11. The keynote speaker will be emerging churches author Carol Howard Merritt. Sunday morning worship will be held at Old South Church and will include recognition of the graduates of the Academy of Congregational Life and Leadership. It was also noted that the University of Maine at Farmington graduation is being held on the campus that same weekend.
  2. 2011 Annual Meeting: Herb will contact Martha Hoverson (co-chair with Mark Doty of the 2010 Annual Meeting) about serving as one of the co-chairs of the 2011 Annual Meeting. It was suggested that Kate Winters be contacted as keynote speaker, and that the theme focus on alternative or optional forms of worship.
  3. Bylaw Revision Committee: Walter (Ted) Ruark read and distributed the committee’s report, indicating that final recommendations of changes will be presented at the March 19th Coordinating Council meeting. He identified possible changes in 3 different categories: corrections, clarifications, and organizational changes.
  4. 2011 Budget Development Schedule: The outline of the 2011 budget development schedule was included in the Business Manager’s report. Mark mentioned that the schedule had previously been reviewed by the Finance Committee and distributed to the chairs of the 3 commissions.
  5. Pilgrim Lodge Subcommittee Report: Chair Anne Roundy reported that the subcommittee had met with Bryan Breault to hear his concerns and hopes for Pilgrim Lodge. The ensuing discussion included the following issues:
    1. Marketing strategies (i.e., “jumpers” promoting Pilgrim Lodge in every church in the Conference);
    2. Creation of a separate oversight board for Pilgrim Lodge;
    3. The long-recognized need for replacement of the boardwalk;
    4. Enhancing the programming at Pilgrim Lodge to include a year-round capacity for retreats and educational offerings; and,
    5. Involving more local ministers in a “day-at-camp” when children or youth from their churches attend Pilgrim Lodge.

8.     Next Generation Committee: David reported that the committee had recently interviewed the moderators of the York, Cumberland, Kennebec Valley, and Hancock-Waldo Associations, who identified the need for more education and nurture program opportunities as a priority. The committee plans to interview the Executive Committee and advisors of the State Youth Council at its next meeting.

 

New Business:

Finance Committee Membership: Connie Insley reported that the Finance Committee did not have its 2 Coordinating Council representatives, meaning only the 2 at-large members and the Treasurer now served on the committee. Anita asked for volunteers from the Council. Don Green agreed to serve and one additional person is yet to be identified. Connie also indicated that the Audit Committee would be drafting changes to its charter for presentation at a future Coordinating Council meeting. Connie recognized Jane Lowell for her many years of service on the Finance and Audit Committees.


Reports from the State Youth Council, Associations, Others:

1.     Activities were reported from the Penobscot-Piscataquis, Franklin, York, Washington, Hancock-Waldo, Midcoast, and Oxford Union Associations.

  1. Steve Hastings, chair of the Commission for Witness Life, reported on a “Green Congregation” project that had originated in Connecticut and which is expected to be organized on a regional basis. He sought and received Coordinating Council endorsement of the project. The project will recognize “green churches” in 3 possible categories (known as “Green Globes”), using 15 criteria established by the project. Copies of the criteria will be distributed to Council members.
  2. Sue Stevens announced that she has developed an Event Planning Form which would be completed by any group that was planning an event to be included in any Conference publication. A copy of the form will be distributed to Council members.

 

The meeting was adjourned at 2:30 p.m.

 

Emailed to Anita White and Sue Stevens on Saturday, January 30, 2010